Allocating operational costs to an invoice

Operational costs (delivery, installation, commissions, packaging, etc.) can be added to an invoice to increase the total and allocate those costs to the customer. These costs are posted to specific accounts in your chart of accounts, allowing you to track them separately from revenue.

Before you start

• Permissions: You need the ability to add operational costs to invoices. Your admin can grant this.
• The invoice: Must be posted (finalized). You cannot add opcosts to draft invoices.
• Cost types: Know which operational cost categories exist in your system (e.g., Delivery, Installation, Commission).
• Accounts: Your admin should have set up the accounts where these costs post.

Steps

1. Open Invoices and select the invoice you want to add operational costs to. Open in Usystems

2. Look for a section or button labeled Operational Costs, Add Cost, Allocate Costs, or similar.

3. Click to add a new operational cost line.

4. Select the Cost Type (e.g., Delivery, Installation, Commission).

5. Enter the Amount for this cost.

6. Optionally add a Description or Note (e.g., "Rush delivery to Kabul").

7. Confirm or save the cost. The system will assign it to the appropriate account based on the cost type.

8. The invoice total will increase to include the operational cost.

Accounting impact

When you allocate an operational cost:

• The invoice total increases by the cost amount.
• The cost is posted to a specific Operational Cost or Expense account (not to revenue).
• The customer's balance increases by the same amount (they owe you more).

Example: An invoice for AFN 10,000 plus delivery of AFN 500:

• Invoice subtotal: 10,000 AFN
• Operational cost (delivery): +500 AFN
• New invoice total: 10,500 AFN
• Customer balance: increases by 10,500 AFN

The delivery expense account records the 500 AFN separately for reporting.

Cost types (examples)

Different operational costs may exist in your system:

Check with your admin for the operational cost types available in your system.

Tips & common mistakes

• Do not duplicate: Add the cost only once. Check the cost section to ensure it is not already listed.
• Time to add: You can usually add operational costs after the invoice is posted. Some systems may allow additions at any time.
• Customer communication: If the operational cost is new or unexpected, notify the customer to avoid confusion on their bill.
• Review before finalizing: Double-check the cost amount and type before saving, as some systems may not allow editing after posting.